Conducting A Meeting

Call to order

Remember that business can only be conducted at a meeting if a quorum is present. (Check your bylaws for your PTA’s specific quorum.) The minutes should reflect that a quorum was present.

To begin a meeting, the president should stand at the podium and say, “The meeting will come to order.”

Pledge of Allegiance

If you are having an opening ceremony, or saying of the Pledge of Allegiance, the chair should ask the 1st vice-president to lead in the pledge of allegiance. If you have a group that will lead the pledge, the 1st vice-president should introduce them and ask the audience to stand, saying, “Please stand while Boy Scout troop 314 leads us in the Pledge of Allegiance.”

Minutes

A copy of the minutes from the last meeting should be distributed to each member prior to the meeting, so that the secretary does not have to read the minutes at the meeting.

The president should say, “The minutes of the previous meeting have been distributed. Are there any corrections to the minutes?”

If time has already been given for members to read the minutes, after a very short pause, the president should say, “The minutes are approved as written.” If corrections are made, the president should say, “The minutes are approved as corrected.” (Normally, there are no objections to corrections of the minutes, but if this should happen, there can be discussion and a vote taken on the correction. Otherwise, the minutes do not need a vote or motion for approval.)

Note: the correct terminology is corrections, not additions.

Treasurer’s report

At the first meeting of the year, the president should ask the treasurer to present the proposed budget. A copy of the proposed budget should be given out as the parents arrive. The budget should show last year’s budget and financial statement, and this year’s proposed income and expenditures, with line items listed.

The treasurer should announce the results of the audit. (An audit should have been done before the new treasurer takes the books.) Reporting the finding of the audit committee will let your members know that you are following correct procedures and that their money is being handled correctly.

After a brief explanation of how the PTA is planning on spending the money of the organization, the treasurer should say, “I make a motion to approve the budget for the year, 2005-2006.”
The president then should say, “Since the motion comes from committee, it does not need a second. All in favor of accepting the proposed budget for the year, please say aye, all opposed please say no.”
“The ayes have it and the budget is adopted.”

For other meetings during the year, a copy of an up to date financial report should be distributed to the members prior to the meeting showing the actual compared to the budget. The treasurer should briefly go over the total expenses to date, the total income, and the balance of the PTA account. (He/she may want to point out some line items for clarification.) The membership should be given an opportunity to ask questions.

The president should then say, “The financial statement will be filed for audit.”

Announcements and Other Reports

Often, only information is given here. The president should announce upcoming events. A request for new members and/or volunteers should be given at every meeting. Officer reports are given here; the membership chairman could give a report, the programs chairman could report on upcoming programs or activities, or the ways & means chairman could talk about the fundraiser.

Unfinished Business

Following any reports, any business carried over from a previous meeting should be conducted here.
The president should say, “The first item of business, under unfinished business, is the motion to…” and include anything that was pending from the previous meeting or carried over due to time constraints.

New Business

Any other business, which requires a vote of the membership, should be conducted here.
Any awards or recognition should be given here.
The president asks, “Is there any new business?”
A member can then bring up new business and make a motion, using proper procedure. A motion to amend the budget or bylaws could be made here.

Adjournment

The president should say, “Since there is no further business, the meeting is adjourned” or simply, “The meeting is adjourned.”

The president should adjourn the meeting before giving the floor to the principal, or anyone else wishing to speak on non-PTA events. The principal should not call the meeting to order or adjourn the meeting.